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ADC 158 

Requirement for Prepositioned Materiel Receipt (PMR) Transactions (Supply/MILSTRAP/SDR) 

1. ORIGINATOR: 

a. Service/Agency: Defense Logistics Management Standards Office (DLMSO) 

b. Originator: 

(1) Ms. Mary Jane Johnson, MILSTRAP Administrator, DLMSO/J-6251, 

703-767-0677, DSN 427-0677, email: Mary.Jane.Johnson@dla.mil; 

(2) Ms. Ellen Hilert, Supply Process Review Committee Chair/Supply Discrepancy 

Reporting (SDR) Administrator, DLMSO/J-6251, 703-767-0676, DSN 427-0676, email: 

Ellen.Hilert@dla.mil 

2. FUNCTIONAL AREA: Supply 

3. REFERENCE: DOD 4140.1-R, DOD Supply Chain Materiel Management Regulation, 

(available at: http://www.dtic.mil/whs/directives/corres/html/41401r.htm) 

4. REQUESTED CHANGE: 

a. Title: RFID for ADC 158, Requirement for PMR Transactions

b. Description of Change: 

(1) DOD 4140.1-R, chapter 3, section C3.8.1.3 requires that “A current record of all 

anticipated materiel receipts shall be available to receiving storage activities.” To meet the DOD 

4140.1-R requirement, this change revises MILSTRAP to state that “Owners shall transmit 

advance notification of scheduled materiel receipts to storage activities.” Please note that DOD 

4000.25-M, Defense Logistics Management System (DLMS), already includes the requirement 

for the manager to provide advance receipt information (DLMS Supplement 527D with 

beginning segment BR02 code DE-Advance Receipt) to the storage activity for scheduled 

materiel receipts. 

(2) In support of the above policy, DLAI 4140.55 et al, is updated to establish business 

rules for reporting lack of the required PMR on a Supply Discrepancy Report. These procedures 

will be applicable to Distribution Depot receipts for returns and/or redistributions which are not 

ICP/IMM directed; unscheduled returns to/from maintenance; unanticipated receipts from new 

procurement 

c. Procedures (changes identified by bold italics): 

(1) Revise DOD 4000.25-2-M, MILSTRAP, Chapter 4, section C4.3.1 as follows: 
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“C4.3.1 Services/Agencies managing the distribution system(s) may prescribe that 

ICPs Owner/Managers shall transmit advance notification of scheduled materiel receipts 

to receiving storage activities. Use PMRs, prepared in the appendix AP3.42 or AP3.43 

format and identified by DI codes in the DU or DW series, for this purpose.” 

(2) Revise DLAI 4140.55/AR 735-11-2/SECNAVINST 4355.18A/AFJMAN 23-215, 

Reporting of Supply Discrepancies, as follows: 

 (a) Replace existing paragraph E.2.B.13, Unauthorized Customer Returns (Not 

IMM/ICP-Directed), with new paragraph E.2.B.13, Receipt Not Due In: 

 (13) Distribution Depot Receipt Not Due In 

Distribution depots will report receipt of unscheduled material from new procurement to 

the owner/manager, regardless of condition of material, as a discrepancy. Other 

unexpected material receipts, including returns and/or redistributions which are not 

ICP/IMM directed, and unscheduled returns to/from maintenance, may be reported by 

prior direction of the owner/manager. 

 (a) New procurement material with other applicable discrepancies, e.g., 

missing DD250, improper packaging, will be placed in supply condition code L pending 

resolution. Exception: discrepant Critical Safety Item (CSI) material will be placed in 

Supply Condition Code J regardless of whether it is new procurement or returned 

material. 

 (b) If other that new procurement, the SDR should reflect receipt in Supply 

Condition Code K when the actual condition cannot be determined. Material returned 

with other identified discrepancies, e.g., without associated technical data, will also be 

reported as indicated under the appropriate discrepancy category. Returns of excess 

material which is not ICP/IMM directed is subject to recoupment of costs associated with 

disposal or repackaging costs incurred by the distribution depot.

 (b) Revise Enclosure 4, Typical Shipping And Packaging Discrepancies Listed 

By Discrepancy Code: 

 Z3 Distribution Depot Receipt not Due-In (Distribution Depot only for unauthorized 

returns)

5. REASON FOR CHANGE: 

a. This change is necessary to support existing DOD policy requiring that a current record 

of all anticipated materiel receipts shall be available to receiving storage activities. In addition, 

this change provides for notification to the owner/manager that prescribed procedures for 

establishing a PMR have not been observed. 
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b. The SDR portion of this change has been modified to permit staggered 

implementation based upon the type of receipt (new procurement/non-procurement). This 

recognizes that significant Component legacy systems modification may not be undertaken 

at this time; and therefore, there may be little to be gained by submission of SDRs for no 

PMR. Where new procurement is involved, the presence of the PMR is critical to proper 

receipt processing and will be implemented immediately. For non-procurement receipts, 

submission of SDRs (where no PMR is the sole discrepancy) will be deferred until the 

owner/manager determines implementation would be appropriate based upon system 

capability to produce the PMR. DLA has provided the enclosed metrics for Distribution 

Depot receipts which will help the Components identify problem areas and improve 

procedures where possible. 

6. ADVANTAGES/DISADVANTAGES: 

a. Advantages: Revises MILSTRAP to support and comply with an existing DOD 4140.1-R 

policy requirement. Revises discrepancy reporting procedures to support policy. 

b. Disadvantages: May require system changes if a Service/Agency is not currently 

programmed to provide PMRs to storage activities. 

 

7. INTERFACE/IMPACT: 

a. Requires revision to DOD 4000.25-2-M (MILSTRAP), and possibly select Component 

systems/procedures if generation of PMRs is not currently implemented/required. 

b. Requires revision to discrepancy reporting procedures.